data, research, and vital statistics (drvs) · theresa roberts deputy state registrar melissa...
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Department of Health and Human Services
Maine Center for Disease Control and Prevention
220 Capitol Street
11 State House Station
Augusta, Maine 04333-0011
Tel.: (207) 287-3771; Fax: (207) 287-1093
Toll Free: 1-888-664-9491
TTY Users: Dial 711 (Maine Relay)
Data, Research, and Vital Statistics
(DRVS)
Theresa Roberts
Deputy State Registrar
Melissa Boynton
Supervisor, Electronic Data Solutions
Department of Health and Human Services
Maine Center for Disease Control and Prevention
Division of Public Health Operations
Division of Informatics
A N A C T R E Q U I R I N G T H E U S E O F T H E
E L E C T R O N I C D E AT H R E G I S T R AT I O N S Y S T E M
( E D R S )
LD 183
New Requirements
LD 183 will become effective July 1, 2018.
The new law will require a person authorized to
complete or file a certificate of death, as
specified in Title 22 §2842, to use the Electronic
Death Registration System (EDRS) maintained
by the State Registrar of Vital Statistics.
Persons Authorized ~ Title 22 §2842
Funeral Directors and/or Practitioners
Medical Examiners
Health Care Providers
(Nurse Practitioners, Physicians, & Physicians Assistants)
Responsibility of a Health Care Provider
Health care providers who are licensed or authorized to
practice in the State of Maine, are responsible for
completing the medical certification items on a certificate of
death within 24 to 48 hours after the death occurred as
specified in Chapter 5 of 10-146 Department Rules.
Final act of care done by a health care provider for an individual
is to ensure that their death certificate is accurate, complete, and
filed in a timely manner so the family can bring closure to the
business matters of the deceased.
EDRS Access
Obtaining User Name & Password
Some facilities may have an EDRS Administrator on-site that
may provide health care providers with a username and
password.
Health care providers also have the option to register for an
EDRS account, retrieve access to online training tutorials, and
obtain printable materials by visiting the DRVS website at:
http://www.maine.gov/dhhs/mecdc/public-health-
systems/data-research/vital-records/edrs/medicalcertifiers.html
Contact the EDRS Help Desk & Support line (8:00a.m.-
5:00p.m.) at 1-888-664-9491 (option 7) or (207) 287-5447.
Types of Trainings for Health Care Providers
ONLINE TRAINING
http://www.maine.gov/dhhs/mecdc/public-health-systems/data-
research/vital-records/edrs/medicalcertifiers.html
WEB-EX TRAINING (coming soon)
http://www.maine.gov/dhhs/mecdc/public-health-systems/data-
research/vital-records/edrs/general-training/index.shtml
TRY ON YOUR OWN TRAINING
https://gatewaytest.state.maine.us/EVRS_MIRROR_WEB/Logon.aspx
HANDS ON TRAINING/SITE VISITS
Contact Melissa Boynton, Supervisor , Electronic Data Solutions to
schedule a site-visit at (207) 287-5451 or
Electronic Death Registration System
Once a username and password have been provided,
health care providers may certify deaths electronically
in the EDRS. Passwords expire within 120 days.
Electronic Death Registration System
If a health care provider is associated withmore than one facility, they must select thefacility in which the death occurred. Thiswill populate the health care providers(certifiers information) on the death case.
Electronic Death Registration System (EDRS)
Select Life Events and Death to create or find a death case.
Two types of searches:
• Locate Case finds existing cases you have already started or
created.
• Start/Edit New Case creates a new death case or finds a death
case that may have been started by the funeral director.
Required Fields
Enter the decedent’s First and Last Name, Date of Death and Sex and select Search.
Death Search Results
If there is a death case that matches the information entered, the results
will be displayed. Select the decedent’s name link (Coffee, Ineed) in
blue to bring you to the death case to complete the medical certification
information.
If there are no matches, select the Start New Case button at the bottom
of the search results to start a new death case.
Medical Certification
The Sex, SSN, Date of Birth and Birth Place are
completed by the funeral director. It may or may not
be populated depending on the case status.
Decedent’s Name is populated, health
care providers may add or change name.
Select the Validate
Page button then Next.
A case number is assigned.
Medical Certification ~ Pronouncement
Pronouncement consists of selecting the correct information from the Date of Death Modifier
dropdown, entering the Time of Death and selecting the correct information from the Time of
Death Modifier dropdown. (If time of death is unknown, enter 9999.)
Select Validate Page. Any errors on the page will show in the Validation Results. Correct any
errors and select Next.
Medical Certification ~ Place of Death
Select the correct Type of Place of Death from the dropdown. Most selections
from the dropdown will automatically populate the Facility Name and Address.
Decedent Home will only populate if the funeral director has completed the
demographic information, otherwise the decedent's address will need to be
completed by the health care provider. Select Validate Page and Next.
Medical Certification ~ Cause of Death
Complete the Cause of Death and Approximate Interval, select Validate Page.
Fix any errors or save the yellow overrides. Select Next.
See the NCHS Recommendations for Entry of
Cause of Death in the packets provided.
Medical Certification ~ Cause of Death
Cause of death terms that require the review of a Medical
Examiner (ME) will appear as a hard edit in system. These
types of cases must be referred to the Medical Examiner for
investigation.
Medical Certification ~ Other Factors
Select the correct items from the dropdown on the Other Factors page. The Manner of Death
must indicate Natural if a Health Care Provider is certifying the death, otherwise the case will
need to be referred/completed by a Medical Examiner. Select the Validate Page and Next.
Medical Certification ~ Certifier
Select the Certifier Type from the dropdown and select Validate Page. The Date Signed will system fill once certified.
Select Yes or No from dropdown
Certifying the Death
Select the Certify link to certify the death. This is considered the
health care providers electronic signature.
Certify/Affirm ~ Electronic Signature
Check the box under Affirmations and select the Affirm button.
(The status bar will indicate “certified” once the case has been
affirmed. ) The medical certification is complete.
The case will be ready for registration once the funeral director has
signed the demographic information.
The health care provider may un-certify a death case to make
changes or correct any errors up until the point of registration.
Registered Case
A SFN is assigned to the case once the record has been registered and will appear by the case id number and decedent’s name. A system e-mail is generated in the EDRS to notify health care providers the record has been registered.
Questions?
The EDRS Help Desk &
Support line is here to help.
Please contact us at:
1-888-664-9491 (Option 7)
or (207) 287-5447
8:00a.m. ~ 5:00p.m.